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Home My WebLink About2. Discussion-Brainstorming #~ CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Brainstorming Session DATE: January 25,2007 The brainstorming session will begin at 6:30 at the Police Training ,Room. Pop and pizza will be provided. City staff has been advised, that it is a "staff optional" meeting. I believe that most department heads will be in attendance. They will be available to provide background information if needed, and, being there will allow them to have a better knowledge ofthe context of the Council's discussion. In effect, staffwill only be observers, unless otherwise called upon by Council. I have also attached a list ofthe individual department's major goals for this year. These mayor may'not be helpful as you do your brainstorming. rliJ \~\j~ Mark McNeill City Administrator MM:th CITY OF SHAKO PEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Departmental Priorities - 2007 DATE: January 24, 2007 ADMINISTRATION . Implement pay plan update . Discussion of communication with residents - better use of newsletter . Determine if organizational study of Fire Department is to be done; ifit is, do it in conjunction with the Fire Department. POLICE . More proactive code enforcement . Rental housing licensing program FIRE . Study and prepare for full time Chief position. PARKS, RECREATION AND FACILITIES . Recreation - implement online software . cparks - finish all construction projects . Natural Resources - implement natural resources design standards . Administration - complete comprehensive plan update COMMUNITY DEVELOPMENT . Complete components of comp plan updates . Zoning Code/Subdivision Ordinance update . Implement express service/park & ride PUBLIC WORKS . Public Works - Implement fleet management and GIS asset management plan . Engineering - catch up on records and process FINANCE . Complete cost allocation work CITY CLERK . November municipal election . Update alcohol licensing regulations as a result of changes to state law IT . Complete disaster recovery plan 1Jf\42~ Mark McNeill City Administrator MM:th t-' ,. \+ January, 2006 City of Shakopee Two Year Goals and Action Plans Action Required: Move to receive and file the Amended Feb. 2007 February updates of the Two Year Goals and Action Plans. Parties Responsible 1) Quantify Project Staffing Requirements All First quarter 2007 Need to be tied to No.5 - Survey. (Complete following survey; see notes regarding survey below however, no) See 1.6 below 2) Define level of Service (standards) All After survey results - second No formal determination methodoloqy planned in FY 07. half 2006/2007 3) Training & Hiring Quality All On-going City returned all components of employee hiring to in-house (had been shared with Scott County) in 2006. Safety Committee has been re- established to identi issues and im rove safet training. 4) Implement Use of Technology/Productivity All On-going 5) Determine the Publics Expectations of Service McNeill, Wilson, Themig Six months needed A community-wide survey was identified in 2004, but not completed. Funding not included in 2007 Budget; instead, will rely on non-scientific on- line preference survey in 07. 1) Maintain Fund Balances Voxland, Council Do as part of budget cycle With the completion of the cost of services report, and the likely settlement of the BA TC litigation, the City will have different restrictions and reporting requirements in connection with building permit fee revenues. 2) Moderate Debt levels Voxland, Council Do as part of budget cycle Determine as part of FY 07 Budget.; dependent upon level of proiects that are approved. 3) Stable Tax Rate Voxlancl, Council Do as part of budget cycle Determine as part of FY 07 Budget. Tax rate increased by 3.2% for FY 07. U;\MARK\City of Shako pee Two Year Goals and Action Plans2.doc 4) Service Charges for Planning & Costs All Building permit fees adopted on August 15th, development fees to be revised as part of FY 07 Budget. 1) Identify Neighborhoods (Line of Communication) Planning Staff (with Department End of 2006 Part of Comprehensive Plan process. Tie to Police beats, neighborhood Heads) watch, etc. 2) Hold Neighborhood Meetings Administrator, Council National Night Out held August Most City departments needed - may need to be . a lesser priority, 1,2006. considering other work load. Community Development Director met with the homeowners' association for Riverside Grove in July in connection with the park and ride project. Westchester Neighborhood meeting for Parks and Rec scheduled for held in December. 3) Provide more avenues for residents to get information Communications Coordinator The half-time Communications Coordinator has joined City staff, has been (I.e. Newsletter, more use of cable, webstreaming, stuffers meeting with department heads and other staff, and exploring other ideas for in SPUC, Dick's Sanitation) reaching residents with information. At the direction of the Telecommunications Commission. we have issued an RFP for web streaminq services that would allow us to broadcast City Council meetinas via the Citv's website. Responses to the RFP are due in late February. U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc #- /-- ~ ~ 4) Support Community Initiatives (i.e. Arts Org/Events, Shakopee Sesquicentennial To be determined City will provide $10,000 towards Sesquicentennial budgetin 2007. Mark 150th, Shakopee Showcase, Special Events) Committee; Shakopee Derby Days, Noble of the City's planning staff has been working directly with the Inc. Sesquicentennial Committee on its efforts. Shakopee Showcase held April P I" d' , b b" 150th H b P G d 25 2006.re I~marv Iscusslons a out com mmQ to u er. ark ran , opemnQ. what our diverse population is; (work to build All On-going Continue reaching out (as in Visioning process) 1) Huber Park - Phase 1; Phase 2 Parks/Rec Two contracts for the Construction underway; Grand opening anticipated JWyJune, 2007, Grand construction of Huber Park Openina scheduled for June 29-Julv 1. awarded on July 5th,Phase 2 bid award February 21, 2006 - Substantial completion end of 2006 2) Riverbank Stabilization Engineering/Parks Contingent on funding. Resolution requesting riverbank protection project from the Army Corp has been sent and waiting to hear response. Letters of support to Congressman Kline and Senator Coleman have been sent by Councilor Lehman. 07 ChanQe of power in ConQress mav have reduced chances of fundinQ. 3) Downtown Interest Groups Coordination - Downtown Wilson Continuous Identify ways for different downtown groups to work together. Council needs partnership, seniors, Arts group, HPAG, etc, to define City's role. The Communitv Development Director and Councilor Menden are attendinQ the monthlv Downtown partnership meetinQs to better understand possible Citv roles. U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 4) Community Entryways Leek Construction in Huber Park 2006 Including monument signs/railroad overpass cleanup. Contact by Rahr - Others 2007 Malting for RR overpass painting assistance; will take their participation, and partnering with County and City. Target date now 2007. A tentative decision has been identified to use the design language of Huber Park entrance monuments for community monuments as well, Staff has been meeting with County Highway staff to develop plans for modification to the CR 101 bridge that is due to be reconstructed in 2007. The Council has provided direction on the CSAH 101 BridQe enhancements, and desian work will be proceedina at the Countv. 5) Expand Community Events (i.e. Derby Days, Christmas See Goal 3, action step 4 above. Project, Local Fundraisers, Christmas in May) 1) Keep the Vision in Front of the Public Communications Coordinator[City On-going progress checks, Presentations made by City Administrator to all City Boards and Administrator website, monthly updates to Commissions Feb-April, 2006 Council Vision, goals, and Council's 2-year work plans are being included in all Parks and Recreation Advisory Board and Environmental Advisory Committee packets. The Vision is beina incorporated in the draft 2008 Comprehensive Plan, 2) Use Goals & Strategies in Decision Making Process All On-going Referencing goals and strategies in Council memos -Mission Statement cited on Council agenda documents. Will need to revisit all Qoals earlv in 2008. 3) Public Process Review (periodicreview) Communications Coordinator, Annual Should be part of community-wide survey Administrator U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc ;> ;: '''' ., 4) Maintain the Steering Committee Council appointed Steering Review visioning process by end Progress review meeting tentatively set for late September, 2007. Committee of 2007 5) Tie each vision relationship to visioning goals and All On-going strategy 1) Increase City's presence in welcoming package Communications Coordinator Need to determine distribution method. Critical issue is inabilitv to Qet addresses of new residents. 2) Welcome Monument - Update population signs Community Development Director Depending on 2006 funding Tie to goal 4, step 4, but on a community wide basis. 3) Welcome Letter from Mayor to new residents and Communications Coordinator/Mayor Fall of 2006 Welcome Neighbor currently provides a welcome letter from the Mayor; businesses (to include Councilor contact numbers) however only goes to people who request Welcome Neighbor. SPUC unable to provide new resident list due to significant turnover in rental apartments. 4) Develop staff awareness/sensitivity/skills to deal HR Staff On-going w/diversity & community attitudes about it. 5) Continue to implement accessibility plan. Parks/Rec Department On-going Priority 2 corrections continue. Council recently approved ADA modifications for Stans Park, which was one of the facilities that triggered our accessibility analysis. Evaluating Priority 3 corrections as part of 2007 operating budget request. 6) Increase Transit - Map Resources (I.e. restaurants; Communications Transit maps Fall of 2006/2007 Construction of the first major park and ride facility in the County is share with companies) Coordinator/TransitlEDA underway at CSAH 18, and opening ofthe facility is expected in June of 2007. Four new coach buses have been ordered for the City's use, and they're expected to be available for express service to Downtown Minnea olis in about A ril of 2007. U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc 1) Continue to Oppose Non-Incremental Fee To Trust Council On-going On July 7'", the regional office of the BIA issued a letter granting the Trust request of the SMSC. The Washington, D.C. office then withdrew the decision. A planned meeting in Washington was subsequently postponed. In the meantime, the County Board Chair has held an initial meeting with the SMDC Chairman, and the Mayor is expected to attempt to schedule a similar meeting. The Mayor has been unable to get the tribal chairman's office to schedule the hoped-for meeting, The City and County are considering commenting on pending rule changes at the BIA for the land trust process. ~ An offer to mediate issues has been formally extended to the SMSC. and the City and County are awaiting their response. 2) Continue to Seek Cooperation on Joint Issues Staff On-going PLSLWD agreement needs title involvement. The City received an : working Of! easement 3\<ailability for CR 83 sewer, . ~ 3) Expand Partnerships w/Scott Co. & Others Council On-going The Citv continues to work with Scott Countv on this issue. 4) Facilitate Development of Non-Tribal Lands Around Council Needs discussion SMSC Lands. (CR 83 sewer) 5) Continue to find support for/reasons for SMSC to be at Council On-going the table. . . U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc ,i! .II { ". 1) Just say "No" (reject incomplete applications,support Council/staff/boards and On-going This Goal is closely related to Goal #1 - provide High Quality Services, board and commission recommendations) commissions The Planning Department routinely returns incomplete land use applications to the applicants and staff continues to recommend denial of plats if all recommended conditions are not met (most recent example being Ridge Creek preliminary plat. 2) Schedule Projects and Prioritize Council/staff Adoption of CIP Tie to public survey (goal 1, step 5) and quantifying staffing requirements, .. At the request of the PRAB, Parks, Recreation, and Natural Resources provides a monthly project update for their review. 3) Complete Projects Before Starting New Ones Council/staff Utilize CIP prioritization Need to define when a project is "complete". . . 4) Dedicate resources to key services first, development Staff Need to discuss - conflicts with other goals, such as goal 7, step 4, or review is not a "key" service. . school siting. U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc Action Steps Parties Responsible Target Dates Additional Notes 1) Encourage/Educate Public to Expand Recycling Dick's Sanitation/Communications 2006 - Recycling for parks and City-wide recycling problem for single family going well. Need to work with Coordinator public facilities other vendors for multiple housing complexes, and commercial. 2) Update Stormwater Plan & Enforce Regulations Engineering May 2006 Draft Storm Water Resources Plan has been completed by WSB and is being sent to review by local agencies, 3) Dev & Implement Natural Resource Design Standards Natural Resources Coordinator September 2006 Council approved NR design handbook preparation at 2/21/08 meoting, Draft of woodland standard reviewetl at June meeting, E^C directed staff to continue development of adtlition:J1 standarils :Jnd schedule 'Norkshops when drafts of all Etandards are complete. EAC continues work on Nat'l Resource DesiQn Standards. 4) Review Dev. Standards to Preserve Fragile Resources Natural R Resources Beginning 2007 Coordinator/Planning 5) Educate/Encourage the Public about our Natural EAC and Natural Resources On-going Natural Resources will be p3rticipating in Soil 3nd 'Nater Conservation Resources & Its Preservation Coordinator DiEtrict's education fair later in September, Action Steps Parties Responsible Target Dates Additional Notes 1) Work with ISO 720 to develop new, cooperative, Communications Coordinator Are linked to the ISO 720 community-wide communications (newsletters, web links, or Website, shared sites, etc) Newsletters - March 2007 2) Develop a plan for street design, street furniture, Engineering, Community Specific. funding not provided in sidewalks, and neighborhoodsignage that visually connects Development, Econ Development 2007 budget areas of the City U:\MARK\City of Shakopee Two Year Goals and Action Plans2.doc ,1 , ;'.- :"j' 3) Research and implement improved customer service Administration Specific funding not provided in techniques for City employees 2007 budget. Will work to do with . existing resources, 4) Correlate this goal with the Community Connections steps in Goal #3 - U :\MARK\City of Shakopee Two Year Goals and Action Plans2.doc